Program Assistant 3

Department: WCAS Mathematics
Salary/Grade: NEX/11

Job Summary:

Northwestern's Department of Mathematics seeks a detail-oriented Program Assistant 3 to help support its mission. The Program Assistant handles purchasing, reimbursement, and reconciliation functions for the department. This position supports the Business Administrator in analysis of department finances and research grant administration. This position provides additional support in the areas of faculty recruitment and other department functions as assigned.

This is a full-time position at 37.5 hours per week and works onsite five days per week and does not allow for remote work.

The target hiring range for this position will be between $41,108 - $52,852 per year, which is $21 - $27 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Specific Responsibilities:

Transaction Oversight:

• Processes all reimbursements (travel and non-travel) and purchasing requests submitted by faculty, graduate students, and visitors, including submitting a request for a new vendor code to the university's purchasing system (when necessary), confirming accuracy of submitted reimbursement reports, ensuring reimbursement and purchasing requests comply with university policy, and entering purchase orders into the university's financial system;
• Monitors the transaction until the request has been processed by Accounts Payable for timely payment to vendors and individuals.

Financial Analysis:

• Works on the monthly reconciliation of faculty discretionary and grant accounts;
• Monitors all expenditures and encumbrances with the aid of a reconciliation spreadsheet;
• Reviews account balances, confirms charges have posted to appropriate accounts, ensures proper documentation exists for each transaction, and enters most current encumbrances and expenditures into a reconciliation spreadsheet;
• Sends documentation to faculty for review;
• Processes accounting corrections, revenue deposits (cash and checks) and journals, as necessary;
• Assists in the coordination/budgeting for large conferences.

Hiring and Promotion:

• Organizes the faculty search and promotion process, including requesting pre-search approval for vacancies, placing advertisements, maintaining account with Mathjobs.org, arranging applicant files for faculty review, conducting the ballot process as directed, and preparing recommended candidate files for review by the Dean's office;
• Gathers necessary information to prepare Tenure and Promotion files in compliance with the Dean's Office guidelines;

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• A high school diploma or equivalent required.
• 4 years of administrative support or other relevant experience required.

Minimum Competencies:

• Intermediate knowledge of word processing, spreadsheet, email, and database software programs is required.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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